About Our Client
When was the last time you achieved the impossible? If that thought feels overwhelming, you might want to pause here, but if it sparks excitement...read on.
In a pioneering approach, projects and promising early-stage research from academia were pooled together under one financial umbrella to reduce risk and unleash innovation. This model allows science and small teams of experts to lead the way. Bridges are built to groundbreaking advancements in rare disease, and life-changing medicines are developed for patients with unmet needs as fast as humanly possible.
Together, white space is defined, boundaries are pushed, and people are empowered to solve problems. If you're someone who defies convention, join this team and work alongside some of the most respected minds in the industry. Together, the question "why not?" will be asked, and the future of biopharma will be reengineered.
Key Responsibilities
- Provide administrative support to a VP and multiple Sr. Leaders
- Calendar, meeting, and event management to coordinate internal and external meetings/events; Assist with food orders, meeting needs, and proactively manage calendar requests and conflicts
- Support internal communications (e.g., team announcements, recognition, internal updates)
- Interview preparation, such as providing resumes and appropriate materials in a timely manner ahead of meetings and interviews
- Manage all travel (flight, hotel, car) arrangements for domestic and international travel
- Expense management duties, which include submitting expense reports and receipts in a timely manner
- Contract Assistance and Liaison: Assist with obtaining Legal approval and routing contracts for signatures (via Docusign), managing electronic storage (in Gatekeeper), and tracking contract progress to ensure timely execution
- Purchase Order Requisitions: Manage purchase order requisitions and invoice reconciliation (via Coupa)
- Support new hires by adding them to distribution lists, scheduling onboarding meetings, granting building access, and serving as their main contact
- Provide onboarding support for new vendors and agencies when needed, ensuring they have the proper access and documents/enablement required to get them up and running
- Project work as necessary to support each team’s goals including work cross functionally with other EA’s, HR, Marketing, Clinical Development, etc.
- Identify opportunities to streamline administrative and project processes for improved efficiency
Where You'll Work
This role reports to the VP, Field Medical and is a U.S-based remote role that will require travel 25-50%, including evenings, weekends, and quarterly visits to the San Francisco Office. Travel will vary based on business needs.
Required Qualifications
- 4+ years of administrative assistant experience
- Proactive, one step ahead work ethic, attitude, and approach
- Able to multi-task and manage multiple calendars, teams, and requests
- Ability to drive schedules and agendas with a more profound understanding of the context
- Solid teamwork and interpersonal skills, with a desire to offer suggestions and improvements; superior communication skills with the ability to work across all levels, internally and externally; High level of confidentiality, discernment, and judgment
- Desire to grow and take on your projects and work under pressure while consistently meeting deadlines
- Experience working with all levels of management, employees, vendors, and customers; experience with biotech and pharma medical affairs leadership strongly preferred
- Generally, IT savvy; highly proficient in MS Office applications, including Outlook, Word, PowerPoint, SharePoint, and Excel; Experience / open to learning new ways of working including copilot, ChatGPT, and other AI platforms
Rewarding Those Who Make the Mission Possible
High expectations are held for team members. Those working hard for patients are rewarded and cared for in return.
Financial Benefits:
- Market leading compensation
- 401K with 100% employer match on first 3% & 50% on the next 2%
- Employee stock purchase program
- Pre-tax commuter benefits
- Referral program with $2,500 award for hired referrals
Health & Wellbeing:
- Comprehensive health care with 100% premiums covered - no cost to you and dependents
- Mental health support via Spring Health (6 therapy sessions & 6 coaching sessions)
- Hybrid work model - employees have the autonomy in where and how they do their work
- Unlimited flexible paid time off - take the time that you need
- Paid parental leave - 4 months for birthing parents & 2 months for non-birthing parents
- Flex spending accounts & company-provided group term life & disability
- Subsidized lunch via Forkable on days worked from the office
Skill Development & Career Paths:
- People are part of the growth and success story - from discovery to active drug trials and FDA pipelines, there are endless opportunities for skill development and internal mobility
- Career pathing is provided through regular feedback, continuous education and professional development programs via LinkedIn Learning, LifeLabs, Spring Health & BetterUp Coaching
- Strong performance is celebrated with financial rewards, peer-to-peer recognition, and growth opportunities
Salary Range
$43.27—$50.48 USD
Note:
“We are not the EOR (Employer of Record) for this position. Our role in this specific opportunity is to connect outstanding candidates with a top-tier employer. Swooped helps candidates around the world to discover and stay focused on the jobs they want until they can complete a full application in the hiring company career page/ATS.”